Leave Notification Dilemma: Should You Inform HR or Your Manager First?

Hi all, recently in my company, an argument arose between me and one of the managers regarding the leave policy. I had to take unplanned leave for one day, and I informed my manager about it. I was supposed to inform HR as well. I thought I would email HR about my leave once I reported back to work. However, on my leave day, HR sent me an email stating that I needed to inform them either one day before or call if it was unplanned leave.

Now, I had an argument with HR about this. My stance was that since I had already informed my reporting manager, I was supposed to send an email to HR once I returned to work. However, HR completely disagrees with this.

The Question

Whom do we need to inform about our leave first - the reporting manager or HR?

Dear Ramesh,

You must inform your immediate boss and cc the HR manager. This is a normal HR practice for all employees in the company.

Nandagopalan.S

Hi Ramesh, whether you are taking unplanned or planned leave, it is essential to inform your immediate supervisor with the reason. Your supervisor is your boss, and you report directly to him, making you responsible for doing so. You can inform him via email or a phone call and obtain approval. HR will request you to apply for the leave you have taken along with the reason. You must apply with the approval (Leave approved email from your boss) and submit it to HR (Forward the approved leave email/hard copy of the approved leave application to HR). That's all.

There is no distinction between taking planned or unplanned leave; however, you must inform your boss/supervisor.

If you see through HR's perspective, you should always keep HR in the loop because he/she is the one who keeps track of your attendance/payroll. It should be a common practice between you and your superior that if you are on leave, he should forward your mail to the HR department. It doesn't take much time to mark a CC to the HR department, and you are saved from lots of hassles.

On the other end, HR should also be a little understanding and adaptive in this matter. If it's a small or medium-sized company, he/she can ask the concerned manager or call the employee directly. I am sure that after doing this two or three times, the managers/employees themselves will start informing HR as well.

Dear Ramesh,

It is the fault of your reporting manager. He should have emailed or informed HR that you are on leave, and upon your return to work, you will communicate personally regarding your leave. HR should also understand if it is informed by your reporting manager. In my view, the reporting manager comes first, then the HR Manager. It is like addressing the Reporting Manager and copying the HR Manager. Again, it all depends on company policy. I believe this issue can be resolved.

Thanks,
B. Deepu

[QUOTE=anilkr.arora;1185245]Hi Ramesh,

Hi Ramesh,

First comes your boss, not HR. It is the fault of your boss. Your boss is supposed to inform HR, not yourself. If you inform through email, then address your boss and cc HR.

Regards,
Pawan Mittal
9873434200

Clarification on Leave Notification Protocol

It is correct that you are reporting to your boss, but since HR is responsible for muster and salary, he or she must be informed about your leave. If it is unplanned or casual, for a day or two, you need not inform HR immediately. However, if you are availing of a planned leave, then it is your duty to seek approval from your immediate boss on a leave application and forward the same to HR for their records.

Regards,
Savita

Reporting Leave: Who to Inform First?

It is always the reporting manager to whom you should first inform. In the meantime, inform HRD as well, preferably by email or at least by a telephone call if you are not able to send an email. In your case, the reporting manager should have also taken the initiative and responsibility to inform HRD, knowing the actual grounds of your leave. However, as the person who has taken the leave, you equally have the responsibility to ensure that HRD is informed. Please remember that HRD is ultimately accountable for leave matters of each and every employee.

It is not a matter of who informs first. It is a matter of demonstrating one's adherence to organizational policies.

Dear Ramesh,

While taking leave, whether planned or unplanned, you need to seek permission from your reporting boss via a phone call, email, or SMS. Simultaneously, inform/update your HR about your leave. This will help HR manage your leave details and payroll efficiently.

Your boss requires your presence in the company for his work. However, HR should know whether you are on leave or not. I feel you have to report to your boss, and the leave should be accepted by your boss and communicated to the HR team.

Policy Awareness

But what policy are you following that we are not aware of? It may be a policy that is not followed by other companies!

Regards,

Thank you very much for your responses. In my company, we had a meeting which ended successfully.

1. If planned leave, inform the reporting manager and CC HR.
2. If unplanned short leave (2 days), inform the reporting manager at any cost first by phone or email. If you are informing by email, then CC HR as well. If informing by phone, you can email HR once you are back to work. If the unplanned leave is taking too long, i.e., more than 3 or 4 days, then email the reporting manager and CC HR also. If you are not in a position to email, the reporting manager will inform HR in this regard.

Thanks once again for all your responses.

No, I'm not agreeing with you, Savita. As you are saying that an employee must inform HR about his leave/absence, it implies that you are reporting to HR too. An employee who is working under someone must inform him/her, and there is no need to inform HR as it is their duty to maintain the muster roll and salary. They will ask you themselves for your leave application and all.

Hi all,

The reporting manager is the first person to contact. Therefore, it is appropriate to inform your reporting manager with a copy to HR.

Regards,
Dharmendra Kumar Singh

If it's a matter of clash, then I will tell you just one thing: yes, what everybody suggested is fine. The standard practice is that people keep HR in the loop. But the basic reason behind this is to decrease the complexity of salary calculation and all. Otherwise, no HR can slam you for going on leave without informing him or her. So just chill, you are answerable to your manager and not to HR.

I am sorry to say, but we HR people sometimes forget our boundary line.